CONFERENCE PROFILE 2017 ATTENDANCE PROFILE. Breakdown of Registrants Ottawa Sept 2017
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3 CONFERENCE PROFILE The Canadian Psychiatric Association s Annual Conference is the largest psychiatric continuing professional development program in Canada. This conference attracts a highly-educated, professional audience that is primarily composed of medical doctors with specialty training in psychiatry from across Canada, as well as medical residents who are currently undergoing training in psychiatry ATTENDANCE PROFILE Breakdown of Registrants Ottawa Sept % 1% 7% 4% 0% 2% Psychiatrist Nurse Pharmacist 16% Physician Social Worker 3% 65% Medical Student Psychologist 2% Other Resident Industry Representative 1
4 More Than Just Exhibit Space Your presence at the annual conference will position your organization as a leader and supporter of psychiatry, and provide unparalleled access to your target customers. Additional Sponsorship In addition to exhibiting, CPA offers a variety of other sponsor items. For more information please see Sponsorship Opportunities. Exhibit Hall Location The Westin Harbour Castle, Metro West & Metro Centre *Exhibit Hall is carpeted. Show Hours Thursday 27 September 09:30-16:30 Friday 28 September 09:30-16:30 Saturday 29 September 09:30-16:30 Move-In / Move-Out Hours Move-In: Wednesday 26 September Start 12:00 Move-Out: Saturday 29 September Start 16:30 Booth Dimensions, Features & Pricing All booths are 10 wide by 10 deep and may not exceed 16 in height. Pharmaceutical/corporate Recruiters, Service Providers Not-for-Profit Publishers $5, % HST $3, % HST $2, % HST $1, % HST CPA reserves the right to amend the company profile upon review of booth applications. Each booth space includes standard pipe and drape (8 high back panel and 3 high side panel). Not included - available at Exhibitor's expense 2 2 Tables and chairs Electricity Shipping/receiving charges through the loading dock Any additional equipment or services not listed
5 Exhibit Hall Highlights 1. Poster Boards Research poster session will take place on Thursday. Early investigator poster session will take place on Saturday. 2. CPA Connect Workstations, laptops and internet. 3. Refreshment Breaks Complimentary refreshment breaks twice daily for delegates and exhibitors. 4. Unopposed Hours The conference program has been planned to provide unopposed exhibit hours each day. 5. Resident Trivia Competition Resident teams from across the country compete for the coveted title and bragging rights on Friday. Benefits of Exhibiting 1. With each booth purchased, exhibitors will receive complimentary three-day registrations that provide access to the scientific programming as well as the Exhibit Hall. The number of complimentary registrations received depends on the type of booth purchased: $5,000 booth space: 3 complimentary three-day registrations per space $3,000 booth space: 2 complimentary three-day registrations per space $2,000 booth space: 1 complimentary three-day registrations per space $1,500 booth space: 1 complimentary three-day registration per space Please note that once assigned, complimentary three-day registrations are nontransferable. Exhibitors must submit the names of the persons who will use the complimentary registrations no later than 31 August. If additional passes are required, the cost of additional booth personnel is $ (plus HST) per person to a maximum of (5) per booth. Registration form to submit names and to purchase additional passes will be included with your Exhibitor Service Kit. 2. All exhibitors will be recognized as an annual conference sponsor or supporter. Exhibitors will appear on the official signage and within our publications. Sponsor and supporter levels are determined by your overall conference spend. 3. Exhibitor listing with booth number will be distributed to all delegates on-site. Companies must purchase space prior to 31 August to be listed. 4. Basic Wi-fi available in the exhibit hall throughout the event. 5. Exhibitors will have the opportunity to order bar code scanners from Conexsys. Order form will be included in the Exhibitor Kit. 6. Exhibitors will have the opportunity to provide a booth invitation insert in the Schedule-at-a-Glance. More information will be available with your Exhibitor Kit. 3
6 Space Assignment Online booth reservations will open Monday, 23 April 2018 at 12:00 EDT. Booths are reserved on a first-come basis. The CPA will invoice you once your application has been submitted, and payment in full is due within 30 days. Exhibit space that has not been paid in full within 30 days may be reassigned by the CPA. Eligibility for Exhibiting Only companies with a product or service directly related to the field of psychiatry will be considered. The CPA reserves the right to reject an application, cancel or refuse rental of display space to any person or company whose conduct or display of goods is, in the opinion of the CPA, incompatible with the general character and objectives of the Annual Conference and/or the policies of the CPA. Cancellation & Reassignment Policy Cancellations in writing must be forwarded to Lynda Noel, Exhibits Coordinator, via at exhibits@cpa-apc.org. Cancellation fees are as follows: 50% from date of space assignment to 31 August at 17:00 100% after 31 August at 17:00 Exhibit space not occupied at the opening of the exhibit hall will be reassigned by the CPA without refund of the rental fees paid. Eviction & Restrictions The CPA reserves the right to restrict or evict exhibits that become objectionable because of noise, method of operation, materials or any other reason. CPA can also prohibit or evict any exhibit that may detract from the general character of the exhibits as a whole. This includes persons, things, conduct, printed matter or anything of a character that the CPA, in its opinion, determines is objectionable to the exhibit. In the event of such restriction or eviction, the CPA is not liable for any refunds of rentals or other exhibit expenses. Companies receiving such notice will not be eligible to exhibit at future CPA conferences. Any exhibitor that packs materials or dismantles its exhibit prior to 16:30 on Saturday, 29 September, could be subject to forfeiting all of its accrued exhibit points to suspension of credit eligibility for one year. 4 4
7 Show Contracting Services FREEMAN is the official show contractor responsible for materials handling, decoration, exhibit stands, furnishings, labour, signage, power, etc. EXHIBITOR SERVICES Phone: (416) Fax:(416) EXHIBITOR TRANSPORTATION (877) FOR US & CANADIAN EXHIBITORS (905) FOR INTERNATIONAL EXHIBITORS Exhibitors will receive all of the necessary forms with their Exhibitor Service Kit. Official Show Carrier & Customs Broker Freeman Exhibit Transportation has been appointed as the official carrier and customs clearance service provider. As a part of the Freeman service and to make your shipping and transportation experience as seamless as possible, the Exhibit Transportation Department will be in contact with you to discuss your shipping requirements. For more information contact: Phone Toll Free (U.S. & Canadian Exhibitors): (877) Phone (Int'l/Overseas Exhibitors): Country Code: (905) Fax: (905) jmakos@nalsi.com Exhibitor Service Kit The Exhibitor Service Kit will be made available in June. Registered exhibiting companies will be notified and provided with a direct link on the conference website as soon as it is available. The kit contains forms for ordering all conference supplimentary services and other important show information forms and instructions. 5
8 Booth Design & Restrictions The maximum dimensions of a single booth space are: 10 wide x 10 deep x 16 high. No background may be placed that will obstruct, block or interfere with the lighting or visibility of adjacent booths. No exhibits will be permitted that interfere with the use of other exhibits or impede access to them, or impede the free use of the aisles. All exposed parts of the display must be draped or finished so as to present an attractive appearance when viewed from aisles or adjoining exhibits. If such required draping is not ordered and the booth is objectionable to other exhibitors or the CPA, the official contractor, with the approval of the CPA, may install it at the exhibitor s expense. Persons, companies or organizations that have not contracted exhibit space may not engage in any type of selling, display or advertisement of products or services. Violators of this rule will be escorted from the premises. Booth designs or requirements other than those specified above must be approved in advance by the CPA. Exhibitors must keep their exhibit open and appropriately staffed during the specified exhibit hours. Exhibits must not be closed or removed until the official closure of the exhibit hall. Exhibitors are responsible for the appearance and cleanliness of their booth at all times. The CPA, venue and Freeman reserve the right to arrange for daily cleaning and/or cleaning at move-out, if required, and invoice the appropriate exhibitor accordingly. The CPA reserves the right to decline, limit or require changes to any exhibit that is improper or not in keeping with the character of the conference. 6 6
9 Distribution of Literature, Products & Promotional Activities The CPA prohibits educational activities in the exhibit area which appear to compete with the scientific program, and does not allow presentation of research results that are being presented concurrently in the scientific program. This includes, but is not limited to, displaying posters or other promotional materials summarizing research results, promoting meeting faculty, directing conference attendees to research posters or sessions, or distributing CPA conference materials such as CPA-codeveloped symposia invitations, flyers, handouts, syllabi or slides. The only educational activities that may be appropriate in exhibits are for the purpose of educating conference participants about an organization and its products and services, and not for the purpose of providing content-based education. The CPA prohibits the distribution (either free or for sale) of educational enduring materials on-site that award CPD credit. In addition, setting up computers with links to websites or loaded with software for the purpose of awarding CPD credit on-site to conference attendees is prohibited in the Exhibit Hall. These products or services may be advertised or briefly demonstrated, however, and information may be provided that allows the attendee to obtain or access these products after the meeting. No CPD credit may be given from any source for activities in the exhibit hall. Exhibitors who wish to offer promotions at their booths must request approval in writing from the CPA for all activities and/or giveaways. In all instances, booth promotions, giveaways and/or activities must respect the Canadian Medical Association s Guidelines for Physicians in Interactions With Industry. Promotion of CPA-codeveloped symposia may not be combined in any way with participation in CPA exhibits or promotion of products. Invitations may not be distributed from the exhibit hall or any other location during the conference. Distribution of materials or placement of additional signs or brochures is not permitted. In addition, the use of individuals posing as walking signs, is not permitted. 7
10 Liability Insurance Throughout the meeting exhibitors shall, at their own cost and expense, maintain comprehensive liability insurance against claims for bodily injury or death, personal property loss and property damage which may occur as a result of exhibiting at this meeting. Exhibitors must also be insured against loss or damage to their exhibit material. Neither the hotel nor the CPA will be held liable for any loss or damage to such material. Rules & Regulations for Exhibit Space These rules and regulations constitute a bona fide part of the Exhibit Rental Agreement. The Canadian Psychiatric Association reserves the right to amend these rules and regulations as necessary. Disclaimer Exhibits presented during the 68 th Annual Conference do not necessarily represent the views and opinions held by the Canadian Psychiatric Association, its Board of Directors, staff, volunteers or any sponsors and advertisers for the event. No official endorsement by the Canadian Psychiatric Association of the views and opinnions expressed in the exhibits should be inferred. 8 8
11 Accommodations Rooms can be booked directly with the hotel. Requests must be received prior to 22 August to guarantee the conference rate. ROOM RATES FOR THE WESTIN HARBOUR CASTLE: Room Rate: Traditional 1 king/2 doubles - $269 includes complimentary in-room WiFi (savings of $14.95/day). Reservations: (866) Promotional Code: CPA Book Online: CPA Conference Website: CPA Exhibits Contact Lynda Noel, Exhibits Coordinator Canadian Psychiatric Association 141 Laurier Avenue West, Suite 701, Ottawa ON K1P 5J3 Phone: (613) , ext. 228, Fax: (613) exhibits@cpa-apc.org 9
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